Position Function & Responsibilities:
Monthly Award Management – Billing and Subrecipient Invoice Review (60-70%):
- Oversee and review accounts, focusing on expenditure tracking and creating, approving, and submitting interim invoices while ensuring contract terms and compliance with University policies, federal, and state regulations.
- Investigate and correct posting errors, prepare pre-approved batches, or adjust journal entries as needed.
- Ensure accurate recovery of Facilities & Administrative (F&A) costs.
- Compile and generate ad-hoc reports for departments and sponsors related to billing and account status.
- Review and approve OHSU forms/invoices, identifying potential cost transfers related to interim invoices.
- Analyze newly executed subaward agreements, set up agreements in Oracle, and address terms & conditions issues with the team.
- Input subaward invoice data into Oracle, generate and send activity report summaries (cover memos), and follow up as required.
- Reconcile final invoices with subaward modules and OGA; ensure alignment between OGA accounting and subrecipient accounting.
- Set up Purchase Orders (POs), ensuring all details are accounted for, including previous expenditures and indirect cost rates.
- Collaborate closely with the outgoing Subaward Grants & Contracts Administrator and Subaward Monitor to ensure compliance and raise issues as necessary.
- Maintain accurate electronic files and track activities using OGA Comments.
- Meet established productivity goals.
Monthly Award Management – Accounts Receivable (30-40%):
- Monitor open accounts receivables, resolve outstanding payments, and work with funders to ensure timely payment.
- Coordinate with department administrators, Post-Award analysts, and billing specialists to resolve payment-related issues.
- Prepare monthly reports on outstanding accounts receivable, detailing aged invoices, current status, and steps to resolve them.
- Provide recommendations on unrecoverable balances for write-offs to the supervising Manager and OPAM Senior Director.
- Suggest improvements to enhance payment timelines and maintain accurate records of open AR, payment cycles, and other requested data.
- Meet monthly productivity targets and maintain up-to-date electronic files.
Compliance:
- Research, interpret, and apply policies and guidelines from federal, non-federal, and award-specific regulations throughout the billing process.
- Assess risks to OHSU and escalate issues appropriately.
- Resolve departmental challenges with minimal management intervention, ensuring all actions meet audit standards.
- Contribute to refining internal procedures for increased efficiency and control.
- Provide exceptional customer service to internal and external contacts.
- Maintain expertise in university research administration practices, federal funding regulations, and relevant policies and enhancements.
Required Qualifications:
Education & Experience:
- Four years of general office or secretarial experience; OR
- An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
- A Bachelor’s degree and two years of general office or secretarial experience; OR
- An equivalent combination of education and experience.
Skills and Abilities:
- Strong ability to manage multiple priorities in a fast-paced, high-pressure environment with competing deadlines.
- Quick comprehension and accurate interpretation of complex guidelines and policies.
- Ability to maintain effective working relationships with OHSU faculty, staff, and external funding agencies while maintaining professionalism.
- Excellent oral and written communication skills.
- Strong organizational skills with the ability to prioritize responsibilities with minimal supervision.
- Proficiency in using computerized spreadsheets, databases, and word processing applications.
- Ability to exercise discretion and handle confidential information appropriately.
- Ability to adapt to a changing environment and possess strong analytical, organizational, and prioritization skills.
- Familiarity with federal regulations, such as 2 CFR 200 and NIH Grants Policy Statement.
- Strong knowledge of the administration of sponsored projects funded by extramural sources.
Preferred Qualifications:
- At least one year of experience in financial analysis, especially in research finance.
- Experience in a university or college setting with post-award administrative duties is preferred.
- Proficiency with various software and web applications is a plus.